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Sr. Conference Planner, Evanta


As a Senior Conference Planner, you will work to flawlessly deliver and execute on assigned Executive Summit events, by planning and managing all details related to the production details including but not limited to venue selection, event budget, hotel reservations, team travel, room setup, signage and branding, staging, audio visual, and catering. You will also have very similar responsibilities relating to our Inner Circle Dinners. As a member of the Evanta Event Production Team, you will have a focus on team collaboration to create exceptional customer experiences for every attendee, sponsor and associate attending our events.

Essential Functions/Major Responsibilities:

  • Manage venue sourcing responsibilities including research, capacity planning, and contracting.
  • Work with the wider team to plan the event calendar, ensuring we do not clash with any competitor events, public holidays etc.
  • Work with manager on cost negotiations, proposals, contracting and terms and conditions for suppliers
  • Assist manager with planning and delivery of on-site program
  • Plan and manage operations and logistics for all assigned Executive summits and Inner Circle events
  • Communication and collaboration across event teams to ensure seamless delivery of first class events
  • Contribute ideas for event innovations to enhance Evanta events and ensuring alignment with the company objectives and vision
  • Plan the attendee journey onsite, which will include the event branding and signage. Plan and manage all on site conference signage and branding
  • Coordinate travel, secure team accommodations, and ground transportation for on-site
  • Coordinate communications as primary point of contact for the on-site team to all suppliers including the hotel / venue
  • Coordinate with our AV partner to ensure our requirements are communicated properly, floorplans are created, AV sets are designed in line with branding guidelines
  • Manage invoices, purchase orders, and facilitate payment of event related bills
  • Financial management: incl. preparation, negotiations, accurate and timely event budget forecasts, alert management about risks and deviations to plan and post event reconciliation

Secondary Responsibilities:

  • Assist with the production of Evanta company events
  • Support on special projects that have an operational element, that will benefit the wider team in North America
  • Manage equipment inventory, storage and shipment of materials to and from conferences


  • Bachelor’s degree. Focus on events and/or marketing preferred, but not required
  • Attention to detail
  • Proficiency in the MS Office suite including Word, Excel, and Power Point
  • Highly organized
  • Strong written and verbal communication skills
  • Proven financial management abilities
  • Project management experience
  • Multi-tasking and the ability to manage multiple deadlines in a fast-paced environment
  • Strategic and client focused with great costumer service skills
  • Proven success working in a collaborative environment
  • Solution oriented with a high sense of urgency 
  • Ability to build and maintain relationships with a high degree of professionalism
  • Maintain composure in a fast-paced environment
  • Ability to innovate and come up with new ideas, that will help us to continually improve our events
  • Someone who can run with a brief and bring ideas back to the table
  • Ability to work as part of a team, but also work on events individually. With the aim of delivery Inner Circle Dinners within 3 months, and Executive Summits within 6-9 months.
  • Travel 5-9 times per year, sometimes internationally (approx. 8 weeks total travel)


  • 3-5+ years of event experience
  • Proven budget experience
  • Strategic and creative thinker with the ability to develop and deliver clear and concise briefs
  • Knowledge of hotel, travel and meeting planning business is required, particularly in terms of normal service expectations.
  • Understanding of event logistics and technical production
  • Ideally, someone with varied event experience as the role will involve every element of event planning


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Job Requisition ID:71139

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